Procurement Specialist - Jakarta

Management Sciences for Health (MSH) is seeking Procurement Specialist for a USAID BEBAS-TB 5-year activity having the aim of reducing TB incidence and mortality by supporting the Indonesian government to address the critical gaps and challenges of the TB program. This Activity will build on the work of previous USAID activities and current projects to achieve its goal. BEBAS-TB’s support will focus on improving access and utilization to quality and patient centered comprehensive TB services.

Overall Responsibilities

The role of the Procurement Specialist is to procure goods and services in compliance with MSH/Donor procurements policies and procedures. They prepare RFQ/RFP and negotiate purchase terms and conditions, prepare and issue purchase orders and agreements, monitor supplier performance and resolve issues and concerns, inspect, and evaluate the quality of purchased items and resolve shortcomings and analyze industry and demand trends and support senior management with the development and implementation of sourcing strategies. They maintain procurement data including procurement trackers, supplier list, and standards of goods and services, and ensure the effectiveness of procurement in a timely and cost-effective manner.

Specific Responsibilities

• Handles field office purchases when required.
• Ensures that purchases are made in the best interests of the donor and MSH.
• Inform the supervisor immediately if asked to compromise integrity by any vendor or other.
• Capacity Building of team.
• Responsible for collection and analysis of proforma invoices and presents to the supervisor for further processing or approval.
• Maintain the procurement tracker, recording complete purchase requests and updating it with status of the procurement requests and ensuring weekly status is up to date.
• Informs the supervisor about prices and qualities of goods if purchases are not of routine nature.
• The responsibilities and duties are indicative only. The responsibilities and duties are subject to change to meet the needs of the project, the organization, and the donor.
• Receives approved Purchase Requisitions (PR) for procurement of goods and services.
• Assures delivery or pickup of PO for collection of goods.
• Determines price reasonableness.
• Does quarterly or 6-month reviews of preapproved vendors for routine items such as office supplies, cleaning products, etc.
• Facilitate the preparation of procurement plans.
• Regularly updates the supervisor of all partial collections of the procured goods.
• Also performs other duties as requested by the immediate supervisor.
• Inquire immediately for more specifications from requesting units if the purchase request is not clearly specified and completed.
• Tracks all PRs, for both local purchases and those requested through Costpoint.
• Arrange for receipt of delivered goods, receive invoices from suppliers and ensure proper documentation for payment processing.
• Systems are in place to: Ensure that appropriate staff members are aware of and understand laws, contract/award and donor requirements, and MSH policies and procedures; Monitor and ensure compliance.
• Prepares weekly procurement status report and submits to the supervisor.
• Ensure that systems are in place in country to ensure that operations are managed, that staff act in full compliance with local laws, adhere to contract/award and donor requirements, and comply with MSH policies and standard operating procedures.

Qualifications

Education & Experience

• University Degree in logistics, supply chain management or business with 5 years post-degree experience. A professional certificate in Procurement / Logistics will be an advantage.
• Experience in the use of ERPs like Quickbooks and Deltek Costpoint.
• Experience in a USG or donor-funded project or NGO preferred.
• 5+ years of relevant and progressive experience in procurement and supply management.

Knowledge And Skills

• Excellent communication, interpersonal, and negotiation skills
• Sourcing/ tendering
• Good working knowledge of purchasing strategies.
• Monitoring/assessing performance to make improvements or take corrective action.
• Good organizational skills.
• Ability to work under pressure.
• Strong negotiation skills.
• Strong proficiency in Microsoft Office and business application software, purchasing, and resource planning systems.
• Detail oriented.
• Strong analytical thinking and problem-solving skills especially when working under pressure.
• Written and spoken proficiency in English.
• Demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants.
• Ability to work independently, take initiative, and ability to meet deadlines with attention to detail and quality.
• Ability to work in a team-oriented environment while maintaining an individual workload.
• Planning and scheduling skills.

Competencies

• Results seeker – meets deadlines, identifies actions, and achieves goals.
• Innovator – thinks creatively, anticipates changes, and produces solutions.
• Complier – follows procedures and encourages others to do as well.
• Influencer – relates to people, builds relationships, and effectively presents arguments.
• Functional expert – has knowledge of processes and products.
• Adaptor – stays calm under pressure and handles criticism well.

MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.

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